The Village of Libertyville, IL (20,800), a northern suburb of Chicago, is seeking to fill a full-time opening for a Police Records Assistant.
The Village provides a challenging work environment that encourages, rewards and recognizes employees for hard work, responsibility, and innovation in the performance of their jobs of delivering quality services and programs. The anticipated work schedule is Monday – Friday, 12:30pm – 9:00pm; however, it may be adjusted from time to time to meet Department needs.
The Police Records Assistant is a non-sworn, professional member of the Police Department. Under the supervision of the Support Services Supervisor, performs a variety of clerical and technical duties related to the maintenance of Police Department records; provides assistance and information to Police Department staff and other Village Departments; and provides responsive, courteous and efficient service to Village residents and the general public.
The Police Records Assistant's primary assignments and duties include, but are not limited to:
- Provides effective and efficient customer service and promotes and maintains responsive community relations, including assisting patrons at the customer service window
- Maintains accurate logs for various permits; sales and distribution of employee, resident and commuter permits.
- Assist the public and other agencies by searching files, reports, and other records, providing information in accordance with departmental policies and procedures; prepares records for transmittal to court.
- Reviews and processes requests for background checks.
- Process Freedom of Information Act (FOIA) requests made to the Department by coordinating with Village FOIA Compliance Officer, communicating with requesters, researching records, and preparing responses.
- Oversee the Village's administrative adjudication hearing processes, including scheduling, coordinating legal resources, recording, and processing hearing outcomes.
- Compose, edit, and proofread legal notices, public relations correspondence, memoranda, reports, and other material requiring judgment as to content and attention to accuracy and completeness.
- Process records requests; mail to appropriate requestor's destination; ensure timelines for delivery are met.
- Enters and updates records, reports and citations using a computer terminal; verifies and cross checks information before entering records; locates missing data for inclusion and ensures accuracy and completeness of information prior to entering into appropriate records and files.
- Performs matron duties as directed. May assist in monitoring and searching those who have been taken into custody.
- Receives and ensures proper documentation, balance and deposit of monies for transactions.
- Distributes incoming department mail to appropriate recipient.
- Maintains permanent records and files; purges files as required.
- Uses standard office equipment, including a computer, word processing and record-keeping software, phone, police radio, fax and copy machine in the course of the work.
- Other clerical administrative duties and/or tasks as assigned by Support Services Manager.
- Performs other duties as assigned.
Knowledge and Skills:
- Requires working knowledge of business English, spelling, and arithmetic.
- Requires ability to communicate effectively both verbally and in writing.
- Customer service skills.
- Knowledge of computer software and application tools, including Microsoft Office products, Records Management Systems, and police CAD systems and/or similar programs.
- Work with repeated interruptions under stressful situations.
- Exercise resourcefulness and tact in solving problems.
- Requires ability to attend to detail with accuracy.
- Requires ability to prepare, maintain, and submit a variety of files, records, and reports.
- Requires ability to exercise discretion and judgement, and work independently followingestablished guidelines and procedures.
- Requires ability to provide routine information and general assistance to persons over the phone and in person.
- Requires ability to maintain confidentiality of information and sensitive material.
- Ability to learn all general aspects of Police Department operations.
- Ability to obtain and maintain certifications for LEADS and FOIA.
- Requires ability to establish and maintain effective working relationships with those contacted in the course of work.
- Mobility to work in an office setting, use standard office equipment and stamina to sit for extended periods of time; strength to lift and carry up to 20 pounds; vision to read printed materials, and hearing and speech to communicate in person or over the telephone.
- Must possess a Valid driver's license.
- Chosen candidates will be subject to a background and criminal history investigation, reference check, and qualifying pre-employment medical examination and drug screen.
- Successful completion of a twelve-month probationary period.
Minimum Desired Qualifications/Education and Experience:
- High School diploma/GED;
- AND one (1) year of administrative experience;
- OR an equivalent combination of education, training and experience.
How to Apply:
Interested candidates should submit a resume and completed Village of Libertyville employment application to:
The application can be found on the Village of Libertyville website:
At the bottom of the page under Helpful Links/Employment
Hard copies (faxed, mailed or hand-delivered) of applications and resumes will be declined. Applicants must indicate Police Records Assistant in the subject line of their e-mail.
Formal application; evaluation of education and experience; oral interview, reference check, background investigation; post-offer medical physical including drug/alcohol screening; fingerprinting; job related tests may also be required.
First review of resumes will begin after September 3, 2019.
Candidates requiring reasonable accommodations under the Americans with Disabilities Act should contact Human Resources at 847-918-2012.
The Village of Libertyville is an Equal Opportunity Employer.